How QRtimetrack works

First steps (admin), 10 minutes

1. Create your company account on qrtimetrack.com → “Try free”. 14-day trial, no card.
2. Go to “Locations & QR codes” → add the location (office, site, shop) with its address. The GPS zone is set automatically; you can resize it.
3. On the location tap “Printable poster” and stick the QR code at the entrance. Or “Show on screen” for a changing code on a tablet/monitor – a photo of the code won't work.
4. Go to “Employees” → add each person (name, phone) → “Activation link”. Send it by WhatsApp or SMS.
5. Done: once people clock in, you see them live under “Today”.

Setting up the employee's phone

1. The employee opens the link. The app shows how to add it to the home screen (like a normal app, no store).
2. They accept the terms (what data is used and why).
3. They allow location when asked. If they refused by mistake, the app keeps showing a card with the exact path for their phone and an “Allow location” button.
4. They set up Face ID / fingerprint so nobody else can clock in from their phone.
5. They turn on notifications for tasks, announcements, meetings, changes to their clock-ins and presence checks.

On iPhone, notifications only work once the app is on the home screen (Safari → Share → “Add to Home Screen”).

How employees clock in

1. Arriving: open the app and scan the QR code at the entrance (or tap “I'm at work” inside the location zone).
2. Break: “Take a break” and “I'm back”.
3. Leaving: “I'm going home”. They can note what they worked on.
4. No signal: the clock-in is saved on the phone and sent when the connection is back.
5. Location off: the app asks for a selfie instead and the clock-in shows up under “To review”.
6. Tapped Leave by mistake: within 10 minutes the employee taps “I tapped Leave by mistake – undo”. The undo stays in the corrections history.
7. One clock-in per day by default. For split shifts (e.g. 8–12 and 17–21), tick “Can clock several shifts a day” on the employee: they get a “Start next shift” button.
8. Notifications and location: until both are on, the app shows a window with turn-on buttons and the exact steps for that phone every time it opens.

Entrance tablet, PIN and scanner

1. For people without a smartphone (or with a dead battery), put a tablet by the door: “Locations & QR codes” → “Entrance tablets” → open the link on the tablet.
2. “My code”: in the phone app, the “My code” tab shows a personal QR code that keeps changing. The employee shows it to the tablet and its camera reads it.
3. PIN: if someone has no phone, generate a PIN on their profile (“Employees” → name → “PIN for the entrance tablet”). On the tablet they pick their name and type the PIN.
4. Barcode scanner (USB or Bluetooth): connect it to the tablet or the entrance computer. It “types” the code like a keyboard and the tablet page picks it up.
5. Only generate PINs for people who need them. No entrance tablet, no PIN needed.

Remote and computer work

1. On the employee → tick “Can work from home” and enter the home address.
2. They clock in from the app (“Working from home”), with location checked against that address.
3. Presence checks: a few times a day (set in “Settings”) they get a notification and confirm within 10 minutes with a selfie.
4. At the computer the app only measures mouse/keyboard activity (active vs idle time), not what they do.

Team leads

1. On the employee → tick “Team lead” and choose their people.
2. Their app gets a “Team” tab: who's in, confirm someone is there, clock in for people without a phone.
3. They get a notification when someone in their team clocks in without location.

Review, confirm and corrections

1. “Clock-ins” → “To review”: flagged clock-ins (no location, outside the zone, unknown phone). Approve or reject; rejected ones don't count.
2. Every clock-in has “✓ Approve”. On a person's day there's “Confirm all clock-ins for the day”.
3. Corrections: add, edit or delete only with a reason. Everything stays in the correction history with your name.
4. Quick filters: Today, Yesterday, Last 7 days, This month, Last month. Click anywhere on a date field to open the calendar.
5. The employee is notified about any change to their clock-ins.

Announcements, meetings, alerts and tasks

1. “Today” → “Announcement, meeting or alert” → pick the type, write the message; for a meeting add day, time and place.
2. Send to everyone or just one location. They get a phone notification and the message shows at the top of the app with “Got it”.
3. See how many read it: “seen by 7 of 12”.
4. Tasks: “Tasks” → new task for a person, a location or everyone. Recipients get a phone notification.

Leave

1. The employee requests leave in the app (“Leave” tab).
2. You approve or reject under “Leave”. They get a notification with the result.
3. You can also record an absence directly.

Reports and closing the month

1. “Reports” → pick the month → download Excel, PDF or CSV for payroll.
2. Close the month ONLY after it has ended: its clock-ins are locked and employees confirm their hours in the app.
3. Made a mistake? “Reopen month” is on the same page.

The “At work now” panel

1. “Integrations” → “Website widget” → tick “Enable” → Save.
2. “Open full screen”: on an office monitor/TV (Windows, Mac) or a phone. Click the screen for full screen; it refreshes every minute.
3. Or copy the code and put the panel on your company website.

Common problems

1. Location blocked on iPhone: Settings → Privacy & Security → Location Services → Safari Websites → “While Using the App”.
2. Location blocked on Android: long-press the app icon → App info → Permissions → Location → Allow (in Chrome: the lock next to the address → Permissions).
3. Employee changed phone: “Employees” → name → “Reset device”, then send a new activation link.
4. Can't see clock-ins: check the date range in the filters or tap “Today”.
5. No dashboard notifications: tap “Turn on alerts” in the top banner.